Linde Gas ensures a seamless payroll process together with Silta’s payroll services and Nepton’s time tracking solution. The result is an almost completely error-free payroll process, more time for managerial work, and satisfied employees.
Linde is a global leader in industrial gases and engineering. The company produces and markets industrial, specialty and medical gases for a wide range of applications and, in collaboration with its customers, develops comprehensive solutions that include gases, process expertise, equipment and services.
Bringing clarity to time tracking and time management
Linde Finland wanted to streamline its payroll administration and time tracking processes. Together with Silta, its payroll services provider, the company decided to move its workforce management to Nepton.
“Payroll data submitted from different locations to the payroll office came in many different forms, ranging from Excel spreadsheets to email messages,” says Mika Talvio, HR Manager at Linde. With Nepton, reporting became standardised and transparent.
“Site managers were eager to adopt the system once they realised they would have an effective monitoring tool and, at the same time, a clear and structured way to manage working hours,” Talvio says.
A particular challenge was the wide variety of working time practices, many of which included exceptions resulting from local agreements. With a total of 19 different working time groups covering 275 employees, the system naturally faces significant demands, particularly in the processing of overtime and various pay supplements.
“Site managers are true experts in working time legislation and collective agreements. They had a very clear understanding of what is required for an effective working time management system,” says Riina Kosonen, System Manager at Silta. “Thanks to the clear specifications, all necessary changes will continue to be quick and easy to implement.”
Payroll and overtime leave balances always up to date
“We work extremely well together with Silta,” Talvio says. “Payroll accuracy is consistently close to one hundred per cent. Nepton plays a major role in this. When all working time data is available in a standardised format, it is easier to process, the risk of errors is reduced, and checks can be completed on time.
“Traditionally, salaried employees have been paid once a month. Under the new agreement, hourly employees have also moved to the same monthly payroll cycle instead of being paid twice a month,” Talvio explains.
“Now everyone receives their basic salary for the current month, while supplements are paid based on the previous month’s entries in Nepton. Previously, supervisors had to review pay supplements under considerable time pressure. Thanks to the streamlined processes, the additional two weeks now available provide greater flexibility and allow all checks to be completed well before payroll is processed.”
“Manual work, additional enquiries and checks have decreased significantly. Supplements are transferred automatically, and automation has reduced the risk of errors. Payroll events are transferred from Nepton already interpreted and ready for payroll processing, which has improved quality,” says Tuire Mäkelä, Payroll Specialist at Silta.
The change has also made it easier to monitor workloads. It is now simpler to discuss matters such as taking leave and compensating overtime with employees, as reporting is always up to date and easily accessible. Information flows smoothly and reliably, and everyone is satisfied with the process.
Implementation exceeded expectations
The new solution was first piloted with a group of salaried employees. It was then rolled out to all salaried employees, followed by hourly employees approximately one month later. Everyone has found it to be an improvement that makes their work easier.
“The implementation phase is remembered above all for its positive atmosphere,” Talvio says. “A major advantage is that the application can be used seamlessly on a computer, tablet or mobile phone. In addition, we introduced Nepton’s dedicated clocking terminals at our production sites. Recording working hours is now effortless for everyone, and the solution also serves remote employees well.”
A clear user interface, real-time information and device independence have been key factors in helping the system become a natural part of everyday work. Managers have adopted the practice of reviewing time entries regularly once a month, and any errors are corrected before the data is transferred to payroll. As a result, payroll corrections after payment are now very rare.
Thorough groundwork and clearly defined requirements for the system’s functionality have contributed to the smooth cooperation between Silta and Linde. As experience with the solution has grown, new features can easily be added when needed, further enhancing usability.
“Working with the people at Linde has always been a pleasure. There is a genuine sense of internal satisfaction within the organisation, which helps elevate our collaboration to the level of a true partnership,” Mäkelä concludes.
”Our collaboration with Silta works exceptionally well. Payroll accuracy is consistently close to one hundred per cent.”
– Mika Talvio, HR Manager, Linde
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